Proper records destruction is an important part of implementing records management in your department. Only about 5% of the records created today will end up in the University Archives, which means that 95% of all records will be destroyed. While sending the 5% of records that have historic value to the Archives is important, it is just as important to ensure proper destruction of records that will not be preserved permanently.
Drexel University's Records Management Policy outlines proper destruction methods in Section VI, F. When destroying expired University records that do not have historic value consult this section of the policy for proper destruction methods.
- As outlined in the Local Records Guide template, document your destruction practices.
- Choose a time each year that you will destroy expired records and stick to the schedule.
- Be sure to document destruction on a records destruction form or contract with DocuVault for the destruction of records.
- Make sure to shred any and all expired hardcopy records that contain confidential and/or sensistive information. This includes
all records protected by FERPA and/or HIPAA.
- Shred hardcopy financial records.
- Recycle hardcopy records that do not contain confidential and/or sensistive information.
- Require approval from your department's records management administrator and department head to destroy expired records.
- If you are destroying records in-house use a records destruction form. If you use DocuVault for records destruction,
permanently retain the certificate of destruction.
- If you think a record series might have historic value, but are not sure, contact the Archives for a records appraisal.
It is good practice to track your destruction of records in order to show that records have been destroyed in accordance with regular business practices. Use this Records Destruction Form to track your records destructions.